Exeter Junior Baseball & Softball League Board of
Exeter Junior Baseball & Softball League Board of Directors Meeting Minutes December 3, 2014 2014-2015 Board Members Attendance: Dave Morissette Troy Gilbert Stephanie Brackett Tim Bond Shawn Roussin Todd Gibbons
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Doug Lenihan Lorraine Crist Mike LaNigra Rick Lafleur Eric Roffman Bruce Fielding
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Paul Imbimbo Matt Smith Don Perreault Bryan Wall
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Guests: Brian Hoyt
Meeting convened at 7:02pm Approve November’s minutes: 1st- Troy, 2nd- Stephanie, approved with no abstentions. Open issues from last meeting: Follow up on insurance rates- Eric Roffman presented insurance rates from several companies for comparison. The league currently holds a $2 million liability policy; if the league drops to a $1 million dollar policy we can save approximately $1,342 yearly. The league will drop to a $1 million policy as it was found that, that is what most leagues carry. 2014 Clinics- Bryan Wall (not present). Dave assured members that the coach’s clinics would happen. More information to follow. Budget Committee- Tim Bond. No further discussion at this time regarding budget committee. Financials are still getting organized after transfer from previous treasurer. Tim will be using QuickBooks to maintain an accurate ledger for the league. The league will be transferring all bank accounts from Citizens Bank to Provident Bank. More to follow. Treasurer’s Report: Tim reports that we have approximately $16,000 in the bank. Report filed. Tim also provided the board with a financial report for the FY 2014 as mandated in the bylaws. Report filed. Tim discussed that paperwork was found not filed, suggesting the league was not in compliance with the Department of Justice with regards to Charitable Trust organizations. The paperwork was filed correctly and the situation is currently being resolved. Stephanie will confirm with H&R Block that the taxes for league have been properly filed over the last 3 years. Unitil Committee Update: Troy - Survey of the land and plans for the parking lot have been completed. Plans include 115 spaces. Next step is to present to Unitil for discussion. Perhaps they would be willing to share use of the lot and therefore share the cost. Stephanie suggested sending thank you letter to Scott and Medra Wright for the purchase of scoreboard. Dave to send. Fundraising Committee Update: Mike not present, update later emailed. Fundraising strategy includes corporate sponsors (Tier program presented in Nov), Private Fund Drive (driven by Peter Mocklis), and Dine-Out Night with a portion of proceeds going to the league. Mike will be sending out the Corporate Sponsorship Letter and the Private Donor Letter shortly. Registration: Lorraine reviewed with members that the application for in-person registration at Lincoln Street School was sent in today, 12/3. The in-person registration date has been set for February 11, 2015 from 6-8pm. Stephanie will help. Members discussed initiating new refund policy. Assessing a $10 fee for those requesting refund after registration until evaluation day, $50 if requesting refund after evaluations (absorbing cost of uniform) until opening day, and no
refunds after opening day. Babe Ruth league will not be held to this policy. Voted, 1st Troy and 2nd by Paul, approved with no abstentions. Rule Changes: No current changes for the year. Bat rule has not changed. Shawn wanted to discuss idea of removing infield fly rule for A and AA. Shawn presented his thoughts on how confusing the rule is at that age, stating how especially in A league some of the only hits those kids will get are infield fly balls. Dave brought up concern in changing the rule, although he could see Shawn’s point. The concern revolved around the umpires. The umpires in those leagues are young, new to it and there is only one of them. It is difficult to make the call, often too late. Brian Hoyt supported that discussion stating that young umpires need to be trained correctly from the start and it would be hard to have them differentiate between levels of play. To be discussed further at next meeting. Equipment: Shawn reviewed needs for next season. Baseballs will need to be ordered. Requirements: Approx 250 dozen needed for season 40 dozen Rookie (12 left over) 40 dozen Babe Ruth (6 left over) 60 dozen Cal Ripken 67 dozen Pony league (We have Rawling tournament balls left over) AD Star best price at $30.50 per dozen. Need to order now if we want league stamp on balls. Umpire Clinic: Brian Hoyt, Paul and Bruce to coordinate. Dates to follow. Cost is $20. Picture Day: Set for April 1st. Stephanie discussed receiving interest from outside businesses regarding contract for pictures. Bryan has this set with same company used every year. Tryouts: Set for Saturday March 7, 2015 at PEA cage. EJBSL Newsletter: Troy asked for ideas on content for next publication. Will include the apparel store with holidays coming, sponsorship levels, new refund policy, umpire clinic and cost, upcoming dates for the season and a thank you to Scott Wright for the purchase of the scoreboard for Unitil Field. Next meeting January 7th, 7-9pm. Motion to adjourn made by Doug, Rick 2nd. Meeting adjourned at 8:40pm. Respectfully submitted, Stephanie Brackett, EJBSL Board Secretary
ADDENDUM: Stephanie spoke with Sharon Lindsay, Master Tax Advisor at H&R Block’s Exeter branch. She could assure me that the taxes had been filed for the past 2 years. Next filing due in February for the Oct ’13- Oct ’14 fiscal year, as I believe our organizations tax year ends September 30th. I asked that she mail copies of those returns to my address for the league to have for our files.
X X X X X
Doug Lenihan Lorraine Crist Mike LaNigra Rick Lafleur Eric Roffman Bruce Fielding
X X X X X
Paul Imbimbo Matt Smith Don Perreault Bryan Wall
X
Guests: Brian Hoyt
Meeting convened at 7:02pm Approve November’s minutes: 1st- Troy, 2nd- Stephanie, approved with no abstentions. Open issues from last meeting: Follow up on insurance rates- Eric Roffman presented insurance rates from several companies for comparison. The league currently holds a $2 million liability policy; if the league drops to a $1 million dollar policy we can save approximately $1,342 yearly. The league will drop to a $1 million policy as it was found that, that is what most leagues carry. 2014 Clinics- Bryan Wall (not present). Dave assured members that the coach’s clinics would happen. More information to follow. Budget Committee- Tim Bond. No further discussion at this time regarding budget committee. Financials are still getting organized after transfer from previous treasurer. Tim will be using QuickBooks to maintain an accurate ledger for the league. The league will be transferring all bank accounts from Citizens Bank to Provident Bank. More to follow. Treasurer’s Report: Tim reports that we have approximately $16,000 in the bank. Report filed. Tim also provided the board with a financial report for the FY 2014 as mandated in the bylaws. Report filed. Tim discussed that paperwork was found not filed, suggesting the league was not in compliance with the Department of Justice with regards to Charitable Trust organizations. The paperwork was filed correctly and the situation is currently being resolved. Stephanie will confirm with H&R Block that the taxes for league have been properly filed over the last 3 years. Unitil Committee Update: Troy - Survey of the land and plans for the parking lot have been completed. Plans include 115 spaces. Next step is to present to Unitil for discussion. Perhaps they would be willing to share use of the lot and therefore share the cost. Stephanie suggested sending thank you letter to Scott and Medra Wright for the purchase of scoreboard. Dave to send. Fundraising Committee Update: Mike not present, update later emailed. Fundraising strategy includes corporate sponsors (Tier program presented in Nov), Private Fund Drive (driven by Peter Mocklis), and Dine-Out Night with a portion of proceeds going to the league. Mike will be sending out the Corporate Sponsorship Letter and the Private Donor Letter shortly. Registration: Lorraine reviewed with members that the application for in-person registration at Lincoln Street School was sent in today, 12/3. The in-person registration date has been set for February 11, 2015 from 6-8pm. Stephanie will help. Members discussed initiating new refund policy. Assessing a $10 fee for those requesting refund after registration until evaluation day, $50 if requesting refund after evaluations (absorbing cost of uniform) until opening day, and no
refunds after opening day. Babe Ruth league will not be held to this policy. Voted, 1st Troy and 2nd by Paul, approved with no abstentions. Rule Changes: No current changes for the year. Bat rule has not changed. Shawn wanted to discuss idea of removing infield fly rule for A and AA. Shawn presented his thoughts on how confusing the rule is at that age, stating how especially in A league some of the only hits those kids will get are infield fly balls. Dave brought up concern in changing the rule, although he could see Shawn’s point. The concern revolved around the umpires. The umpires in those leagues are young, new to it and there is only one of them. It is difficult to make the call, often too late. Brian Hoyt supported that discussion stating that young umpires need to be trained correctly from the start and it would be hard to have them differentiate between levels of play. To be discussed further at next meeting. Equipment: Shawn reviewed needs for next season. Baseballs will need to be ordered. Requirements: Approx 250 dozen needed for season 40 dozen Rookie (12 left over) 40 dozen Babe Ruth (6 left over) 60 dozen Cal Ripken 67 dozen Pony league (We have Rawling tournament balls left over) AD Star best price at $30.50 per dozen. Need to order now if we want league stamp on balls. Umpire Clinic: Brian Hoyt, Paul and Bruce to coordinate. Dates to follow. Cost is $20. Picture Day: Set for April 1st. Stephanie discussed receiving interest from outside businesses regarding contract for pictures. Bryan has this set with same company used every year. Tryouts: Set for Saturday March 7, 2015 at PEA cage. EJBSL Newsletter: Troy asked for ideas on content for next publication. Will include the apparel store with holidays coming, sponsorship levels, new refund policy, umpire clinic and cost, upcoming dates for the season and a thank you to Scott Wright for the purchase of the scoreboard for Unitil Field. Next meeting January 7th, 7-9pm. Motion to adjourn made by Doug, Rick 2nd. Meeting adjourned at 8:40pm. Respectfully submitted, Stephanie Brackett, EJBSL Board Secretary
ADDENDUM: Stephanie spoke with Sharon Lindsay, Master Tax Advisor at H&R Block’s Exeter branch. She could assure me that the taxes had been filed for the past 2 years. Next filing due in February for the Oct ’13- Oct ’14 fiscal year, as I believe our organizations tax year ends September 30th. I asked that she mail copies of those returns to my address for the league to have for our files.
